How to set up an automation workflow for new client appointment submissions?

This step-by-step guide will help you set up an automation workflow on TheraSaaS for when someone submits a new client appointment form on your website. The automation will capture the form submission, notify internal users, and send follow-up messages to the prospect.

1. Access the Automation Builder

1. Log in to TheraSaaS:

   • From your dashboard, navigate to the Automations section.

2. Create a New Automation:

   • Select Create New Automation or choose an existing automation related to the new client appointment form.

   • Ensure that the automation is triggered by the submission of the new client appointment form.

2. Set the Trigger: New Client Appointment Form Submission

1. Set Up the Trigger:

   • The automation will be triggered when someone submits the new client appointment form.

   • To link the form, go to the Forms section under Sites in the builder. Select the new client appointment form you’ve set up on your website.

2. Add the Trigger to the Automation:

   • Under the automation workflow, set the form submission as the trigger. This will kick off the automation whenever the form is submitted.

3. Add Client Information to the Pipeline

1. Add the Client to the Opportunity Pipeline:

   • After the form is submitted, the client’s details will be added to the New Client Appointment Pipeline in the automation.

   • Set the Opportunity Name to be the contact name from the form submission.

   • Opportunity Source: This will populate based on the form’s "How did you hear about us?" field.

   • Lead Value: You can assign a value to the lead (e.g., $2,600 for lifetime client value).

   • Lead Status: Set the status to "Open."

2. Assign Opportunity to a Stage in the Pipeline:

   • You can choose which stage the opportunity enters (e.g., New Client, Needs Follow-up, Waitlist).

   • Typically, it starts at the New Client stage.

3. Save and Publish:

   • Always hit Save after setting up each section of the workflow.

   • Once finished, publish the automation to make it live.

4. Assign the Contact to a User

1. Assign to a Team Member:

   • Assign the new client contact to a specific user, such as an Intake Coordinator or the business owner.

   • You can select users from your user database in TheraSaaS.

   • This assignment helps a team member "own" the contact and stay on top of follow-up actions.

5. Set Up Internal Notifications

1. Notify the Owner or Team Members:

   • Create an internal notification for the assigned user (e.g., the intake coordinator or business owner).

   • The notification will alert them via the TheraSaaS app or desktop when a new client form is submitted.

   • Customize the title and body of the notification (e.g., "New Client Appointment Submission").

   • Ensure the notification includes a link that directs the user to the contact page, conversation, or opportunity section.

2. Add More Notifications for the Team:

   • You can also set additional internal notifications for other team members if needed.

   • Example: "Notification to Assigned User" for team members involved in client intake.

6. Send a Text Message and Email to the Client

1. Send a Text Message:

   • Add a wait time of about 15-18 seconds to avoid the message feeling like spam.

   • Send a personalized text message to the client thanking them for submitting their appointment request.

   • Example message:

     • "Hey [First Name], this is the intake team at [Your Business]. Thanks for submitting a new appointment request! Our team will get back to you as soon as possible."

   • You can also create and use a Text Message Template if preferred.

2. Send a Follow-up Email:

   • After another wait of 15-18 seconds, send a follow-up email to the client.

   • Include a thank-you message, additional information, or an attachment (e.g., PDFs for FAQs or parking directions).

   • You can create an Email Template for consistency and reuse.

7. Add Notes and Additional Information

1. Add Custom Notes:

   • You can add custom notes to the contact or opportunity.

   • For example, include fields from the form such as "How did you hear about us?" or available appointment times.

   • These notes will automatically populate based on the form submission.

8. Test the Automation

1. Test the Workflow:

   • Once the automation is set up, test it by submitting a form yourself to ensure the workflow functions correctly.

   • Check the internal notifications, text messages, and emails to make sure everything is being sent as expected.

2. Check the Logs:

   • Go to Enrollment History and Execution Logs to see if the automation is working smoothly and if any contacts are stuck at certain steps.

9. Finalize and Publish

• After testing, make any necessary adjustments and then publish the automation.

• Continue monitoring the automation to ensure everything is working as expected.

Summary

By following these steps, you can set up an efficient automation workflow for new client appointment submissions on TheraSaaS. This workflow will capture client information, notify your team, and send follow-up messages to the client, ensuring a seamless intake process. Always remember to test thoroughly and monitor the logs to ensure smooth operation.